Coptic Hope Charity cares about protecting your privacy and is required by law to comply with the Privacy Act 1988 (Cth) (the Act), including the Australian Privacy Principles (APPs). We take our privacy obligations seriously and this Policy outlines our privacy practices. It explains how:
(a) we collect, manage, use, store and secure your personal information
(b) you may access and request correction of any record containing your personal information
(c) you may make a complaint about a breach of privacy.
The Policy applies to our staff, volunteers, contractors and suppliers who handle personal information collected by Coptic Hope Charity and its related entities from time to time(we, us, our).
It applies to personal information for individuals that are external to us such as donors, clients and suppliers (you, your).
By providing your personal information to us, you consent to the use, storage and disclosure of the personal information you provide to us as described in this Policy.
3 How we manage your Personal Information
4 Personal Information we collect and hold
4.1 Kinds of Personal Information
We will only collect information about you that is reasonably necessary for our functions or activities which are listed under point 4.3. This may include:
4.2 How we collect and hold Personal Information
Where possible, personal information is collected directly from you with your consent at the time of your interaction with us. In some services, personal information is:
Personal information may be collected in hard copy form or electronic form. Hard copy records are required to be held securely. We hold electronic records in databases with security safeguards. Some of those databases are government controlled while some are held by a third party provider.
Where consent to collection is sought, it is sought voluntarily from you and we will inform you of what you are consenting to. Our consent agreements are current and specific to the services to be provided to you.
We will not collect sensitive information about you unless you have consented; it is required by law; or in other special specified circumstances, for example relating to health services provision and individual or public health or safety.
4.3 Purposes for which we collect, use and disclose Personal Information
We collect, hold and use personal information only for the primary purposes for which it was collected or as set out below including:
4.4 Disclosure to third parties
We will not disclose your personal information to other external organisations except:
Examples of organisations and/or third parties that your personal information may be provided to include:
Whilst we seek to ensure through our contracts with external parties that they comply with the Act regarding the use of your personal information, we have limited control around how some external parties (for example, government agencies) use your personal information.
If you do not wish to receive marketing or promotional communications from us, you should
‘unsubscribe’ online where a link is provided. In other circumstances, you should contact us on the email addresses below and we will cease the relevant marketing or promotional communication:
For donors: firstname.lastname@example.org
For other individuals: email@example.com
Where we are providing services to you, we need to be able to communicate with you in relation to those services.
5 How you can access and correct your Personal Information
You are entitled to request access to the personal information held by us about you. This is generally provided upon your request subject to completion of our verification and risk processes and to access restrictions imposed or permitted by law. Requests are made to the same point of contact to whom you provided your personal information.
Where you inform us that information held by us about you is inaccurate, out-of-date, incomplete, irrelevant or misleading, we will correct it where we agree with you. Notices by you to us to amend information held about you are made to the same point of contact to whom you provided your personal information.
If, having received and considered an application from you to amend your information, we do not consider that the information should be amended, we will not amend it but we will include a note with the information that you consider that it should be amended, and advise you accordingly.
6 Overseas Disclosure
We use third-party overseas or cloud-based data hosting facilities and service providers as described in clause 4.4 which may result in personal information provided to us being transferred to, and stored at, a destination outside Australia, including but not limited to United Kingdom, New Zealand, Canada, China, Singapore, Hong Kong and United States of America.
You agree and consent to the transfer, storing or processing of your personal information outside of Australia in submitting it to us.
If you do not agree to the transfer of your personal information outside Australia, you should contact Coptic Hope Charity’s Chief Privacy Officer at:
Email: firstname.lastname@example.org Phone: 1300 267 842
7 Retention of personal information
We will retain your personal information in accordance with applicable laws or requirements of any government or other funding body’s record-keeping requirements.
8 Mandatory Notifiable Data Breaches
We will comply with the notification and other requirements of the Act where your personal information held by us has been inadvertently lost or disclosed or improperly accessed and that loss, disclosure or access may result in serious harm to you.
9 What to do if you have a privacy enquiry or complaint
If you have an enquiry or a complaint concerning collection, use or management of your personal information, please direct your enquiry or complaint to the staff member who is your ordinary contact. Our staff will outline options regarding how your enquiry or complaint may be resolved. We will aim to
Where none of the above approaches by you has resolved the issue, your enquiry or complaint should be put into writing and forwarded to:
Coptic Hope Charity Chief Privacy Officer
or email: email@example.com
We will treat your enquiry or complaint confidentially. You may contact the Australian Information Commissioner wherever you believe that your rights to privacy have been breached by us.